Anatomy of a Project

1. Anatomy of a Project What Every Engineer Should Know About Project Management, A.M. Ruskin and W.E. Estes A project has a beginning and an end. The major phases of a project include: • Concept Phase • Definition or Proposal Phase • Planning and Organizing Phase • Plan Validation Phase • Performance or Work Accomplishment Phase • Post-Accomplishment Phase

2. Anatomy of a Project Concept Phase • Initial idea is born. • Idea is stated as an objective (e.g. Need a means for 1,500 cars to cross a river each day). • Defines what, but not how. TMEP (Truck Modular Engine Program) – Need new 4.6L, 5.4L, 6.8L Truck Engine for 1996 F-Series Pickup. Quantity - 3000 Engines / Day.

3. Anatomy of a Project Project Definition Phase • Characterizing the project in terms of assumptions about the situation, alternative ways of achieving the objectives, decision criteria and models for choosing among viable alternatives, practical constraints, significant potential obstacles, and resource budgets and schedules needed to implement the viable alternatives. • Tentatively selecting the overall approach that will be used to achieve the objectives.

4. Anatomy of a Project Project Definition Phase- cont. • Unambiguous project description including • How the work will be done • How the project will be organized • Who the key personnel are • A tentative schedule • A tentative budget TMEP – Plant to be built in Windsor, Ontario. Budget of approximately $1.2 Billion. Program Manager – Miro Suga. Other department and team managers selected. Job 1 targeted for April 1995.

5. Anatomy of a Project Planning and Organizing Phase • Detailed plans are prepared by responsible parties • Tasks identified • Task milestones are determined • Detailed budgets are determined • Resource requirements are established for each task • Organization is established (personnel hired) TMEP – Team managers hired and tasked with defining detailed budgets, timing plans and hiring staff.

6. Anatomy of a Project Plan Validation Phase • Validate the plan through various means • Literature searches • Field reconnaissance • Experiments • Interviews • Other TMEP – Visits to Romeo Engine plant, and Cleveland Engine plant. Along with numerous reviews with staff Systems, program management, and accounting.

7. Anatomy of a Project Performance of Work Accomplishment Phase • Doing the work • Reporting the results • Trouble shooting • Staying on time and within budget • Altering plans TMEP – Two and a half years of the hardest, and most rewarding work I’ve ever done.

8. Anatomy of a Project Post- Accomplishment Phase • Confirming the customer is satisfied • Documenting successes and failures as reference for future projects • Close out project accounts • Re-assign personnel • Transition to on-going support and maintenance phase

9. Roles and Responsibilities of the Project Manager Project management involves a set of duties that must be performed and are no one else’s prime responsibility. • Ensure Customer Satisfaction • Direct and Control All Day-to-day Activities Necessary to Accomplish the Project • Take Initiatives as Required in Order to Accomplish the Project • Negotiate Commitments with the Customer • Ensure Collection of the Fee • Inherit Duties

10. Roles and Responsibilities of the Project Manager Ensure Customer Satisfaction • Often considered the most important responsibility of the project manager • Good customer service procedures: • Confirm key issues during the course of the project • Maintain good informal relationships with the customer • Reread project requirements on several occasions • Keep the customer informed so that they can help respond to or influence project results and timing (no surprises) • Not all customers are good customers • If all else fails, legally terminate relationship

11. Roles and Responsibilities of the Project Manager Direct and Control all Day-to-Day Activites • Direction and control may vary depending on staff capability and motivation (set goals and deliverables for some and micro-manage others). • Constantly use foresight to predict if project is staying on time and within budget • Maintain appropriate back-up plans when necessary.

12. Roles and Responsibilities of the Project Manager Take Initiatives as Required In Order to Accomplish The Project • Problems will occur, when they do, the project manager needs to initiate corrective action. • Do no hesitate to seek advice (from supervisor, peers, employees, consultants, other).

13. Roles and Responsibilities of the Project Manager Negotiate Commitments with the Customer • Ultimate responsibility for commitments to the customer resides with the project manager. • If assigned to a project after commitments have been made, evaluate if commitments can actually be achieved. You may have to negotiate new terms if un-achievable, or report to management if no resolution possible. • As project progresses, some give and take may be necessary with customer.

14. Roles and Responsibilities of the Project Manager Ensure Collection of Fee • Ensure customer meets their obligation of delivering fees for service (this is often handled by other parts of an organization). • Ensure all obligations are met by project team so that customer has no reason to withhold payment.

15. Roles and Responsibilities of the Project Manager Inherent Duties • Interpret the statement of work to supporting elements. • Prepare and be responsible for an implementation plan. • Define, negotiate and secure resource commitments. • Manage and coordinate interfaces created by subdividing the project. • Alert management to difficulties beyond one’s control. • Maintain standards and conform to established policies and practices. • Monitor and report progress and problems (informal). • Organize and present reports and reviews (formal). • Develop personnel as needed to accomplish the project. • Motivate!!